Program Support Assistant (OA)

Program Support Assistant

The Program Support Assistant performs a variety of administrative support duties. The following list includes some of the administrative duties performed:

• Ensures briefings and correspondence are in the proper format in accordance to regulations.
• Organizes and maintains filing systems.
• Utilizes shared files on the network.
• Schedules meetings, including securing locations, arranging for conference lines, notifying attendees, and scheduling appointments.
• Tracks attendance of Safety and Health functions and records attendance in meeting minutes and if pertinent in the Learning Management System (LMS).
• Works with LMS to support Safety and Health programs.
• Aids in the filing and processing of submissions of findings, correction/remediation data and reporting associated with the environmental tour's programs.
• Presents information in a summary report that may require graphical representations.
• Maintains all Safety and Health program Fund Control Points (FCP) according to the Integrated Fund Control Point Activity, Accounting & Procurement (IFCAP) system, as required by Logistics Management Service, Fiscal Service and Consolidated Contracting Activity (CCA).
• Supports functions in the execution of Fiscal Year End activities in financial management functions, provides tracking information and assists management and program managers in the budget preparation process.
• Obtains requested items and procures such items.
• Provides payments for permits and licenses related to enforcement agencies.
• Communicates with the vendors for product information, billing, and reconciliation
• Coordinates required funding with the COTR or program manager to enable prompt payments.
• Inventories supplies, tracking product disposition and distribution of supplies.
• Supports the safety and health division with office supply orders.
• Maintains Service Contracts and will function as one of the Contracting Officer Representatives for the Safety Service.
• Completes automated personnel actions in through automated system.
• Coordinates VACCHCS updates of the personnel notification system to keep the database current.
• Performs periodic inventories of the DECON supplies.
• Prepares replies to general inquiries not requiring technical program knowledge.
• Keeps suspense reports of and assures that all Service suspense items are met.
• Serves as a key resource person for the front office.
• Arranges and coordinates trainings.
• Manages all work order requests and ensures building and maintenance issues are addressed.
• Receives visitors and telephone calls and determines the nature of requests and directs callers to appropriate staff or personally provides the desired information.
• Takes requests for appointments with supervisor and staff. Checks on individual availability and confirms appointment.
• Arranges for transportation and lodging for visitors.
• Prepares responses to letters/memoranda requiring the appropriate signature.
• Inputs data and manages systems that consist of (but not limited to), family sick leave, training, timekeeping, travel, and personnel actions.
• Receives, tracks and coordinates correspondence in both hard copy and by electronic mail. Screens literature prior to distribution and determines the organizational element to forward the material.
• Distributes mail physically and electronically. Reviews mail and determines responsibility of action required.
• Functions as the designated timekeeper and ADPAC for the service.

Program Support Duties:

• Conducts workstation evaluations to identify specific problem areas.
• Order, track, and distribute ergonomic equipment and a wide variety of Personal Protective Equipment.
• Ensures waste is properly segregated, properly labeled in accordance with EPA and the State requirements.
• Assists the Emergency Manager in planned and unplanned Emergency Management activities in the field and in the Hospital Command Center with the Planning Chief and Safety and Security Leaders.
• Coordinates contingency telecommunication device testing.
• Ensures that required action plans for preparation for various accreditation surveys are met and that survey preparation is documented properly. Coordinates and acts as liaison with Quality Management Service accreditation survey preparation.
• Functions as the back-up Disaster Emergency Management Response System Coordinator.
• Develops standard operating procedures for staff use.
• Provides data or assists in the access of data needed by Safety Service staff, in order to compile reports and statistics, and comply with the Least Privilege Policy.
• Performs other related duties as assigned.

Work Schedule: Monday-Friday, 0800 to 1630

Telework: This position is not authorized for telework.

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (OA)/ PD01805O

US Department of Veterans Affairs